Practice Manager Newsletter April 2019
Date sent: Thursday 4 April 2019
Email sent by Wessex LMCs, on Thursday 4th April 2019
This is the first in the series of PM Newsletters for 2019, there is so much information being sent to practices given the significant changes happening this year and we will try not to duplicate this. We ask for forgiveness if we get it wrong and we hope you find our newsletter useful.
Blue Stream Mandatory Training
(With thanks to Rosemary Panton of the Old Dispensary Surgery, Wimborne, Dorset)
It has come to the attention of the LMC that when setting up online training via the Blue Stream Academy, practices have the option to either tick “mandatory” or to select their own profiles and pick whatever training they think they want their staff to have.
CQC has picked up on this and are checking which options are ticked and, even if ticked ‘by mistake’ as the training is inappropriate for a particular member of staff they will insist it is your policy and you must therefore follow it!
We would suggest that those of you using Blue Stream check to ensure you have set your own training schedule for each staff member according to role. This way your training will be complete and you won’t have modules sitting there which are not used and nor will CQC be able to criticise you!
Falsified Medicines Directive (FMD)
The Falsified Medicines Directive (FMD) is about ensuring that all medicines used within the NHS are legitimate and that no falsified medicines get into the NHS chain. FMD came into place on the 9th February 2019, however there has been a soft rollout of this and it does apply to dispensing and non dispensing practices, so basically all practices need to be aware of this.
We have some guidance on our website which provides the full information on FMD and our advice remains that to ‘show willing’ with compliance you need to:
- Read the information and links on our website so that you are aware of the state of play
- Start registration as a 'requester' with SecurMed – please see note below
- Do NOT invest privately in FMD IT until NHS funding is received
Please note; when registering as a requester you will not be able to fully complete the registration process due to the lack of details of approved GP IT suppliers. Therefore you need to start the registration process and save the registration at this point, so that when the relevant information is available you can complete the registration fully.
Tier 2 Visa Sponsorship
Wessex LMCs is receiving an increasing number of enquiries from practices about Tier 2 visa sponsorship. This is a means for practices to recruit non-EEA trained GPs or non-EEA trained doctors who are completing GP Specialty Training in this country. We are currently working on a short, simplified summary of what you need to know if you are thinking about this route. This will be published in the next few weeks on our website.
In the meantime we would like to gather information about which practices hold current ‘Sponsor Licences’ (or are currently applying to). If you are happy to share this information please email your practice and contact details to Julia Hempenstall (GP Fellow) on firstname.lastname@example.org who is leading this project.
CQC New Inspection Model
As you will be aware those of you who obtained a rating good or outstanding will only be required to submit an annual Provider Information Collection (PIC) template.
This will commence in 2019/20 and CQC will only be inspecting you once every five years although of course this could be in any of the years one to five. If you are not going to be inspected CQC will make contact by telephone, giving you four weeks notice of your PIC interview. The PIC consists of 19 questions which can be found on the CQC website and it is up to the practice to decide who takes part in the telephone conversation to complete the PIC with CQC.
CQC is hoping to make this an online submission in the future but for the time being it will be a telephone interview.
Flu Vaccine Programme 2019/20
The letter published on the 22nd March 2019, provides further information on seasonal flu vaccines for 2019/20.
It follows on from the letters sent by NHS England , Public Health England and the Department of Health and Social Care to flu vaccination providers and other stakeholders on 20 November 2018 & 23rd January 2019.
Wessex LEaD - Update from Louise Greenwood
Are you interested in a PM qualification and further learning? Do have a look at our webpage which is full of information for you:
In particular you might be interested in the Diploma in Advanced Primary Care Management: http://napc.co.uk/
Our 2019 PM Conferences are now available to book online:
- 21st May in Dorset at the Bournemouth Football Club (due to ongoing roadworks allow plenty of time for your journey)https://www.wessexlmcs.com/events/7458.
- 6th June at Oakley Hall near Basingstoke https://www.wessexlmcs.com/events/7459 .
Delegate fee is only £25 this year as these events have been supported by GPFV monies for PMs. There is a packed agenda including Primary Care Networks with Nigel and Carole there to guide us through that.
Finally, we hope all our feedback for our courses now will be online. When you book a course, the email address you type in for the attendee will receive a feedback survey to complete and once completed, a certificate can be printed off. Please therefore remember to type in the correct attendee's email address otherwise the delegate won't get their certificate! Thank you.
DBS are updating their processes and are becoming more particular about the forms they receive. Please can we ask that when the applicant receives the DBS form from us to sign if there are any queries, to contact us so that we can advise the best way to deal with this on the form.
If there is any writing that is not within the boxes, DBS will not accept the form and this could delay the applicant receiving their certificate. If there is missing information that we are asking the applicant to provide, please could this be provided on a piece of paper and we will then correctly include this information on the DBS form. This will then be sent back to the applicant for checking again to ensure this has been entered correctly.
Please can applicants also ensure:
- Completion of their 5 year address history in the first instance, as this will delay their application
- All names that the applicant has been known by from birth (including dates), ie any married names, change of deed poll names etc
- The form is signed in black ink as DBS do not accept blue ink or any other colour ink
As previously mentioned DBS are changing their processes so it will be important for the above to be correct as we are currently unsure if DBS receive a form that has been completed incorrectly, whether they are going to notify us of this.
Unfair Comments on Websites
This issue appears to be raising its ugly head again so here is a reminder of the BMAs document on how to deal with unfair comments posted on social media.
BMA Model Locum-Practice Agreement
Please see below information from the BMA on a Locum/Practice Agreement that has been jointly developed by the GPC and the sessional GP subcommittee with the help of BMA Law.
This has been developed with the aim of benchmarking good practice for locums and practices, both in terms of having written T&Cs in place, which only 20% of engagements currently do. It is intended to minimise common disputes between locums and practices and clearly outline the type of work that will be undertaken by a locum when working at a practice. It covers practice and locum obligations, as well as practical issues such as invoicing.
It also protects both parties against locums being categorised as an employee or worker by HMRC for tax purposes, or by an employment tribunal for the purposes of statutory employment protection, as well as ensuring that there are appropriate arrangements in place for compliance with GDPR.
This is a package consisting of terms and conditions (with explanatory notes) and a work schedule which together form a legal contract that can be used by locum GPs and GP practices for locum engagements. BMA members who use the locum practice agreement can check any terms and conditions they are offered with the BMA contract checking service to ensure they align with the BMA model terms and conditions. Members can also contact the BMA to get advice and support with resolving any disputes if they occur".
Guidance Residential Institute (RI) Codes
We sent out some guidance to practices a few months ago around RI codes and how to enter these onto your clinical system. PCSE have now said that there are currently a number of different processes used in different areas to link patients to residential institutes. To make things simpler to follow, two new RI codes have been created that can be used nationally:
- V0 - is to be used for patients who reside in a care/residential home
- Y0 - is to be used for patients who are residing at a school or university
Please note that the 0 in the code is a zero
You will need to set both these codes up on your clinical system in order to add them to patient records. Practices are not required to recode all previous RI codes but please ensure you use the correct code for the type of patient
Also please don't forget to inform PCSE if a new care home opens in your practice area. To do this please email: email@example.com including the full postal address and the name of the new care home
• PCSE maintains lists of care/residential homes. In order for the V0 RI code to be added to a patient’s record on NHAIS/Exeter, the care home must be listed with PCSE and on the NHAIS/Exeter patient registration system
• Please ensure that the home is listed with the Care Quality Commission before requesting it is added to the list of homes
• This should not stop you from registering patients immediately as the RI code can be added to the record once PCSE has confirmed the home has been added. You will need to register the patient as usual, then once PCSE has confirmed the care home has been added, you will need to add the code to the patient record and send to PCSE as an amendment via GP links.
Short Notice - Private Referral Requests
We have received a number of queries from practices regarding requests from patients who require a private referral at short notice as they have booked an appointment with a private consultant.
Please click here to access a template letter which can be used in response to these requests. This states that due to the short timescale you are unable to provide a referral letter at this time however, you have enclosed a summary of the patient's medical history. If further assessment is needed of the patient they will need to book an appointment which is in keeping with the urgency of the underlying condition.
Practice Manager Caretakers & Project Managers
We are constantly being approached for help both from our PM Supporters but also by practices where they need a caretaker manager for various reasons eg sickness, merger, contract termination etc. Lately we are also being asked for project managers to help with some of the same issues but also to provide additional expertise for some weeks/months.
If you have time to spare (LOL, as if!!), are recently retired but would like to keep working maybe part-time or just now and again or are thinking of a different way of working we’d love to hear from you. Please just send your CV to firstname.lastname@example.org
Recruitment by Wessex LMCs
Post: Assistant to the Directors of Primary Care
Hours: Full Time (Monday - Friday) negotiable
Salary: £34,000 per annum (plus pension)
Providing services to GPs in Dorset, Hampshire, Isle of Wight, Bath & North East Somerset, Swindon, Wiltshire, Jersey and Guernsey
These are challenging times for general practice. There has been much change and there is clearly a lot more to come and, in line with the rest of primary care, Wessex LMCs is seeing an unprecedented number of contacts by practices leading to a huge increase in workload.
On behalf of Wessex general medical practitioners and their practices, the LMC works with a number of other organisations to ensure that the interests of our constituents are represented and heard.
We are looking for an addition to our highly regarded and motivated small team based at Chandler’s Ford, Hampshire.
Applications are invited from Practice Managers or aspiring Practice Managers currently or recently working in general practice.
A working knowledge of the various GP / Primary Care Regulations, Directed and Local Enhanced Services, QOF, Premises Cost Directions etc is desirable but further training and support will be given.
You will be a team player, able to act as a source of advice on a wide range of issues to GPs and Practice Managers seeking help from the LMC and will also be responsible for keeping both our database and website up to date.
The Assistant to the Directors of Primary Care will be predominantly office based at our HQ in Chandler’s Ford (between Winchester and Southampton – close to the M3)
The successful applicant will work as part of a team to deliver the agenda of the 3 LMCs served by the Secretariat of the Wessex LMCs.
For an informal discussion about this post please contact one of the Directors of Primary Care, Carole Cusack, Lisa Harding or Michelle Lombardi on 023 8025 3874.
If you are interested in applying can you please, in the first instance, confirm your expression of interest in writing, together with a CV, and address this to:
Carole Cusack, Director of Primary Care
Wessex LMCs Ltd, Churchill House, 122-124 Hursley Road
Chandler’s Ford, Eastleigh, Hampshire SO53 1JB
Tel: 02380 253874 or email: email@example.com
The closing date for applications is: Friday 26th April 2019
Interviews will take place on: Monday 13th May 2019
Wessex LMCs represents approx. 3,000 GPs / 480 Practices in Dorset, Hampshire, Isle of Wight, Bath & North East Somerset, Swindon, Wiltshire, Jersey and Guernsey currently working with 2 NHS England Teams and 11 CCGs.
Items of Interest
- National Minimum/Living Wage - the national minimum wage/living wage rates come into effect in April. Click here to view the changes
- UK Biobank & CPRD - The GPC have met with BioBank and have an agreed way forward. We await the final sign off of this and once available will share with Practice. The GPC remain in dialogue with CPRD however the issues are more complex and require more time to resolve.
- Subject Access Requests (SARs): please see below links to two helpful documents in relation to SARs
Following the positive feedback from the previous Recruitment Showcase events Wessex LMCs has held over the last couple of years, we will by popular request be running a series of events again during May 2019. There will be 3 venues, 3 dates and therefore 3 opportunities for potential recruits to engage with practices from across the counties of Hampshire, IoW and Dorset
This year, in line with the significant changes in the future of the Primary Care landscape, we are inviting GPs / GP trainees along with Practice Nurses from across the above counties ("mix and match") in order for you to exchange initial dialogue with a view to making further contact if there is reciprocal interest to pursue a mutually acceptable working relationship. Everyone is unique and Wessex LMCs are keen to get conversations started and help find the right match for you!!
For those practices wishing to secure a table/stand space at any of the recruitment venues listed below, please submit your booking request form via firstname.lastname@example.org (marked for the attention of Julie Thornley). Also, click here to see a summary of suggested recommendations taken from our learning/feedback of previous events to help with your planning of the Recruitment Showcase.
Please note, stand space will be limited at each venue, therefore, allocation will be on a first come first served basis. Please detail at the time of booking who will be attending from the practice, any dietary requirements and if you require a power socket etc.
We will be producing a programme featuring all practices attending the recruitment evenings. In order to ensure your practice details are included, please can you provide a short practice profile / advert which we can include in the programme by 26 April 2019. Each practice will be allocated an A4 page within the programme so you can be as creative as you would like to be.
The event will be free of charge to attend and held from 6.30 p.m. to 9.00 p.m. on the following dates / locations. The venues will be accessible from 5.30 p.m. and we ask that practices are set up by 6.30 p.m. We are more than happy for practices to attend more than one of the event locations but this will be on a first come first served basis and charges will be per event (food/beverages will be provided throughout the evening):-
Wessex LMCs Recruitment Showcase Event Locations – “helping to match opportunity and talent” . . .
- North Hampshire - Thursday, 2nd May 2019
Basingstoke Holiday Inn, Grove Road, Basingstoke, RG21 3EE
- Dorset - Wednesday, 8th May 2019
Dudsbury Golf Club, Hotel & Spa, 64 Christchurch Rd, Bournemouth, Ferndown BH22 8ST
- South Hampshire – Thursday, 9th May 2019
Botley Park Hotel, Winchester Rd, Boorley Green, Southampton SO32 2UA
If you require further information please contact Julie Thornley, Business Manager, via email@example.com.
We trust the three events will prove a great success to the mutual benefit of all concerned.
Wessex LMCs Events:
Welcome to Wessex
Do you know a GP new to Wessex/recently moved here?
Have they moved during current parental leave and perhaps wondering how to start connecting in our area?
Moving to a new area can be challenging and difficult. Wessex LMCs would like to make that transition easier. This event will give you an opportunity for networking and to ask questions over a relaxed and informal lunch.
You will be able to meet Wessex LMCs staff who will help you with any queries you may have regarding your working life within the Wessex LMCs area, as well as an opportunity to meet other individuals such as appraisal staff and find out about local education provision and how to find courses.
This is a free event, with a light lunch and refreshments provided
Information on the event can be found here: https://www.wessexlmcs.com/events/8869
The event will be held at the Wessex LMCs offices in Chandlers Ford, Eastleigh.
Wessex LMCs Event: GP Parent & Child - Coffee & Catch up Drop in Sessions
This is a new outreach initiative to connect all GPs including those working who are on parental leave or currently caring for young children. We invite you to a GP Parent & Child Meet-up to enjoy conversations and cake. This informal networking opportunity aims to build new connections, promote shared learning and enhance GP resilience.
Bring along your babies or pre-school children and let them play whilst you meet people and swap tips about life, work, children or being a GP. Bumps are welcome too!
All events are drop in sessions any time between 9.30 - 12pm
Coffee, tea & biscuits/cake are provided
To book on associated events, please click on the following links:
- Winchester Event: https://www.wessexlmcs.com/events/8858
- Swindon Event: https://www.wessexlmcs.com/events/8859
- Portsmouth Event: https://www.wessexlmcs.com/events/8860
- Salisbury Event: https://www.wessexlmcs.com/events/8861
- Wimborne Event: https://www.wessexlmcs.com/events/8862
We hope you have found this newsletter helpful and if you have any queries please do let us know.
Carole, Lisa & Michelle
Directors of Primary Care